Managers & Supervisors Tutorial

Managers & Supervisors Tutorial

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Managers & Supervisors Tutorial
Introduction
to page bottom
to the web-based MANAGERS and SUPERVISORS TUTORIAL for
the DoD Civilian Acquisition Workforce Personnel DemonstrationWelcome!
Project (AcqDemo).
This 1-hour tutorial has been designed for AcqDemo managers and supervisors and is based on needs
identified during the first year’s experience in the AcqDemo system. The tutorial emphasizes the importance of
managers and supervisors properly carrying out their responsibilities in realizing the potential benefits of the
AcqDemo system. Counseling of employees has been an area that requires attention across the AcqDemo
organizations.
You should be aware of the importance of AcqDemo to the future of the acquisition community, especially in
view of the possibility of additional downsizing and new initiatives to cope with the challenge of an aging
federal workforce. This demonstration project has very high visibility within DoD, and enjoys the personal
oversight of senior acquisition leaders in the Office of the Secretary of Defense and within the respective
Services.
You should already have worked through the (recently revised) basic AcqDemo tutorial before you use this
tutorial. This is important because this training assumes that you already understand basic AcqDemo policies
and procedures. For example, if you don’t already know what CCAS means, or what an OCS is, you will not
be able to understand many of the ideas presented. So if you haven’t yet taken the time to ...

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Managers & Supervisors Tutorial Introduction to page bottom to the web-based MANAGERS and SUPERVISORS TUTORIAL for the DoD Civilian Acquisition Workforce Personnel DemonstrationWelcome! Project (AcqDemo). This 1-hour tutorial has been designed for AcqDemo managers and supervisors and is based on needs identified during the first year’s experience in the AcqDemo system. The tutorial emphasizes the importance of managers and supervisors properly carrying out their responsibilities in realizing the potential benefits of the AcqDemo system. Counseling of employees has been an area that requires attention across the AcqDemo organizations. You should be aware of the importance of AcqDemo to the future of the acquisition community, especially in view of the possibility of additional downsizing and new initiatives to cope with the challenge of an aging federal workforce. This demonstration project has very high visibility within DoD, and enjoys the personal oversight of senior acquisition leaders in the Office of the Secretary of Defense and within the respective Services. You should already have worked through the (recently revised) basic AcqDemo tutorial before you use this tutorial. This is important because this training assumes that you already understand basic AcqDemo policies and procedures. For example, if you don’t already know what CCAS means, or what an OCS is, you will not be able to understand many of the ideas presented. So if you haven’t yet taken the time to visit the AcqDemo tutorial, you may do so now by simply clicking on this link. back to top       Hit Count: 33 Managers & Supervisors Tutorial http://www.edprotech.com/mansup/ [09-08-2000 9:59:03 AM] Communications Communications to page bottom As a manager or supervisor, you already know the importance of communications in insuring a high-performing organization. A smooth flow of information is the impetus that enables any enterprise to move forward. Perhaps even more importantly, there is a basic human need for information. People need to know what is going on, what will affect them, where they fit into the larger picture, and that their leadership values them enough to keep them informed. This is especially the case when fundamental changes are occurring, such as is the case with AcqDemo. AcqDemo is more than just a collection of "interventions" or changes in personnel policy—it is an attempt to change a business culture. Change brings uncertainty, and worry, that can only be lessened by access to information. What does this mean to you? It means that you should recognize that the employees in your organization need information, and communications, more than ever. You probably realize this and are already establishing effective channels of communication. In this section, we’ll suggest a few approaches that have been successfully employed by AcqDemo organizations to address these problems. Hopefully, you’ll discover a few things you hadn’t previously thought of. back to top     Communications http://www.edprotech.com/mansup/Communications.htm [09-08-2000 9:59:06 AM] Training New Employees Training New Employees to page bottom A recurring challenge for AcqDemo managers and supervisors is the requirement to train new employees in the policies and procedures of the demonstration project. In most cases, this will mean providing training and information for employees hired in to AcqDemo from another government position; these employees are familiar with the general schedule system but need information about the demonstration project. Other employees may be new to government service, and therefore will require additional instruction and information. Fortunately, there is help available for you, including tutorials and briefing slides especially developed to train new AcqDemo employees.   back to top     Training New Employees http://www.edprotech.com/mansup/Training_New_Employees.htm [09-08-2000 9:59:09 AM] Planning Considerations Planning Considerations to page bottom The number and timing of new employees is critical to planning effective training. If there are only one or two to be trained, you may wish to consider whether or not there are other new AcqDemo employees to be trained elsewhere in your organization, pay pool, or installation. At a large demonstration project site—where there are many AcqDemo participants—such as Edwards AFB, it may make sense to schedule regular quarterly training sessions for new AcqDemo employees, depending upon the number of new hires. At other, smaller sites the training may be scheduled on an ad hoc, as needed basis. But no matter how many or how few, the responsibility to insure that new employees are adequately trained in relevant AcqDemo policies and procedures falls squarely on the shoulders of supervisors and managers. What this means is that if you’re the rating official for a new employee, you have to take whatever steps are necessary to provide the required training. The type of employees to be trained will also affect your planning. Employees with prior GS experience have different needs from those entering government service for the first time. We recommend that you NOT mix these groups together for training, even if there are only a few of each to be trained. Instead, you should tailor the training for each group individually. Finally, while generally you will want to provide all training as soon as is practicable, where you are in the appraisal cycle may be critical to your planning. The closer you are to the end of the appraisal period—and the requirement for the employee to do a self-assessment—the more urgent is the need for training. You should consult the AcqDemo Operating Procedures for the latest guidance about how long an employee must be in an AcqDemo position before receiving a CCAS appraisal.   back to top     Planning Considerations http://www.edprotech.com/mansup/Train_1.htm [09-08-2000 9:59:11 AM] Training Resources Training Resources to page bottom As mentioned above, there are some very useful training resources provided to assist you in meeting these challenges. First, there is the basic AcqDemo tutorial. This is 2-3 hours of online instruction on the fundamentals of the demonstration project. This tutorial is intended to be the primary training experience for all new employees, regardless of whether they have previous government service or not. Managers and supervisors new to AcqDemo are also required to work through the tutorial. Your responsibility as a manager or supervisor is to make sure that your new employee knows about the tutorial, has access to it (a computer with Internet access and the web address), and is given the time necessary to work through all of it. All subsequent instruction has been designed based on the assumption that each employee has already had this training! If your employees cannot access the online version for some reason, a CD-ROM version and a print version are also available—contact your Service or Agency representative. However, the online version will always be the most up-to-date and accurate because of the ease and frequency of revisions. While the basic tutorial is full of useful information about the demonstration project, there is no substitute for the personal touch of a manager or supervisor. Also, there are some important differences in AcqDemo implementation from site to site. Finally, the composition of the local pay pool panel, and discussions of the organizational mission, are best addressed in face to face discussions with employees. For this reason, a Supervisors Workbook was developed for your use. It is intended to assist supervisors in preparing for and conducting employee training sessions—structured discussions between you and your employees. This workbook can easily be personalized to fit local circumstances. The workbook consist of briefing slides, with detailed instructor notes, which you can use in a 1-2 hour session with new employees (AFTER they have completed the basic tutorial). You may download the slides and slide notes as a Microsoft PowerPoint 97 file, or as an Adobe Acrobat (.pdf) file. Finally, a Managers Workbook has newly been developed. Similar to the Supervisors Workbook, this is a resource designed to assist senior managers in structured discussions with AcqDemo supervisors—a resource to help managers prepare supervisors for their AcqDemo responsibilities. Consisting of briefing slides with extensive notes for your use, the workbook supports a 1-2 hour meeting with supervisors.   back to top     http://www.edprotech.com/mansup/Train_2.htm (1 of 2) [09-08-2000 9:59:13 AM] Training Resources Training Resources http://www.edprotech.com/mansup/Train_2.htm (2 of 2) [09-08-2000 9:59:13 AM] Training Supervisors Training Supervisors to page bottom Training supervisors is a special challenge for AcqDemo managers. As you know, there are a number of responsibilities which supervisors have in AcqDemo that are significantly different from their general schedule responsibilities. This is particularly true in the area of CCAS appraisals, where supervisor ratings play a key role in the complex process of compensating employees according to their contributions. As with all employees, supervisor training starts with the basic AcqDemo tutorial. And now, there is this tutorial, which addresses areas of particular concern. But as with training employees, the personal touch is essential. That’s why we recommend a discussion on supervisor responsibilities between each manager and his or her supervisors. And we provide the Managers Workbook to help you plan and conduct that session. Active Duty Military Supervisors Active duty military supervisors may require special attention beyond what we have detailed on this page. They may have little or no previous familiarity with civil service procedures, and may not fully appreciate the importance of their roles, especially in the CCAS process. Moreover, because of the traditional military practice of transferring military personnel during the summer months to lessen the effects on families, military supervisors may quickly find themselves in the position of having to rate employee contributions—a system somewhat different from active duty rating systems—without having had the opportunity to observe them for an entire appraisal cycle. Unless both supervisors and employees can quickly get a sense of confidence that the military supervisor is fully prepared to assess their contributions, there is an increased potential for employee dissatisfaction and possibly CCAS grievances. What can you do about this? You can make sure that new military supervisors who will act as AcqDemo rating officials are given the training they need as quickly and effectively as possible. The basic tutorial, this tutorial, and structured discussions with managers will go far towards accomplishing this. If your organization is large enough so that you have had a significant influx of military supervisors, you may wish to consider conducting a mock rating exercise as a means of insuring that they are fully knowledgeable of the CCAS rating process and ready for their responsibilities. back to top     http://www.edprotech.com/mansup/Train_3.htm (1 of 2) [09-08-2000 9:59:15 AM] Training Supervisors Training Supervisors http://www.edprotech.com/mansup/Train_3.htm (2 of 2) [09-08-2000 9:59:15 AM] Manager-Supervisor Counseling Manager-Supervisor Counseling to page bottom As a manager, you have a special duty towards the supervisors who work for you: you must help prepare them for increasing acquisition responsibilities in the challenging years ahead. But AcqDemo provides, perhaps for the first time, some of the tools you need to accomplish your managerial tasks vis-à-vis the supervisors you oversee. The AcqDemo factors, descriptors, and discriminators have been carefully written to provide a structure for increasing supervisory responsibilities as individuals advance through the broadbands. For example, let’s look at Factor 4 - Leadership/Supervision for the Business Management & Technical Management Professional. Level II descriptors: • Actively contributes as a team member/leader; provides insight and recommends changes or solutions to problems. • Proactively guides, coordinates, and consults with others to accomplish projects. • Identifies and pursues individual/team development opportunities. Level III descriptors: • Provides guidance to individuals/teams; resolves conflicts. Considered a functional/technical expert by others in the organization; is regularly sought out by others for advice and assistance. • Defines, organizes, and assigns activities to accomplish project/program goals. Guides, motivates, and oversees the activities of individuals and teams with focus on projects/programs issues. • Fosters individual/team development by mentoring. Pursues or creates training development programs for self and others. Do you have broadband level II supervisors who aspire to promotion to level III? Do you have level III supervisors who are not yet performing at the top of their broadband? In both cases, AcqDemo factors provide the basis for a continuing dialogue between managers and supervisors—and a road map for self-improvement and professional development for those who seek promotion to senior leadership levels. While both the level II and level III descriptors illustrate leadership functions, the level III supervisor is clearly contributing to the organization at a higher and more effective level. Insuring that your supervisors both understand and appreciate these differences—and making sure they know how their own contributions measure up—is the best way to prepare them to help themselves and the organization. back to top     http://www.edprotech.com/mansup/MS_Couns.htm (1 of 2) [09-08-2000 9:59:17 AM] Manager-Supervisor Counseling Manager-Supervisor Counseling http://www.edprotech.com/mansup/MS_Couns.htm (2 of 2) [09-08-2000 9:59:17 AM]